Hendrick Hudson School District

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Protocols

Protocols

BOARD MEMBER ROLES, RESPONSIBILITIES AND AUTHORITY1. The Board of Education is responsible for overseeing the finances of the district, evaluating the Superintendent and setting policy and delegates the administration of the schools to the Superintendent and his staff.2. The Board annually sets goals for the district3. Board members have authority as members of the corporate Board, only at a duly convened meeting. A Board member does not have authority to take or authorize individual action or speak on behalf of the Board.4. Board decisions are binding on all Board members. Board members are entitled to disagree on an issue, but once an issue is decided, all Board members will work to support these decisions. 5. The Board semi-annually evaluates the performance of the Superintendent.6. The Board annually evaluates itself, reviews its protocols, and holds itself to standards of best practice.7. The Board strives to reach decisions through consensus.

SUPERINTENDENT'S ROLES, RESPONSIBILITIES AND AUTHORITY8. The Superintendent is responsible for the administration of the school district, for implementing the policies of the Board (policy 2240) and serves as the chief executive officer for the District.9. It is the Superintendent's primary responsibility to provide visionary and inspirational leadership that enables the district to continually improve the educational experiences of the children10. The Superintendent shall have the authority to organize, reorganize and arrange the administrative and supervisory staff including without limitation, instructional and business affairs, which, in his/her judgment, best serves the school district, subject to the approval of the Board of Education when required.11. The responsibility for selection of personnel shall be vested in the Superintendent of Schools, subject to Board of Education approval.12. With the Board President, he/she is the primary media contact and spokesperson for the Board/District.13. The Superintendent shall suggest regulations, rules, policies and procedures for the operation and management of the school district.14. The Superintendent is a visible presence in the schools to underscore that the most importantinteractions that occur are in the classrooms.15. The Superintendent provides the Board with the information and analysis it needs to formulate policy and take other appropriate actions.16. The Superintendent creates and sustains a climate of respect and cooperation among members of the staff, parent body and other community stakeholders.17. Recommendations to the Board of Education will be thoughtfully prepared and presented, based on data, research and experience, with input from appropriate constituent groups where possible.

BOARD PRESIDENT’S ROLES, RESPONSIBILITIES AND AUTHORITY18. The Board President has no greater authority than any other Board member19. The Board President serves as liaison between the Board and the Superintendent20. The Board President is responsible for sharing information pertaining to Board business with all Board members on a timely basis21. The Board President works with the Superintendent and Vice President to set meeting agendas22. The Board President runs meetings in an orderly manner, utilizing parliamentary procedure. He/she encourages open discussion and deliberation among Board members, and guides the Board to reach decisions.23. With the Superintendent, the Board President is the primary media contact and spokesperson for the Board.24. The Board President makes committee and liaison assignments in consultation with Board members and distributes charters.25. The Board President responds to written communications to the Board of Education from community members and notifies the Board of the original correspondence as well as the response.26. The Board President takes an active role in the orientation and mentoring of new Board members.

BOARD VICE PRESIDENT’S ROLES, RESPONSIBILITIES AND AUTHORITY27. The Board Vice President has no greater authority than any other Board member28. The Board Vice President stands in for the President when he/she is not available.29. The Board Vice President works with President in providing guidance and mentoring to incoming Board members30. The Board Vice President serves as a sounding board for the President

AGENDA SETTING31. Responsibility for agenda setting is shared by the Superintendent and the Board President and Vice-President.32. Board members should call or e-mail the Board President to suggest items they would like to see on the agenda, ideally by the Friday prior to a Board meeting to allow for adequate time to add to the agenda and prepare/research where possible. 33. Avoid surprises: Board members, when possible, let the Superintendent, through the Board President, know in advance about items not in the draft which they intend to raise at the Board meeting and the Superintendent will do the same.

CONFIDENTIALITY34. Board members shall not disclose confidential information acquired in the course of official duties or use such on to further personal interest.35. Discussions in executive session must remain completely confidential. Board members shall not disclose any information regarding matters discussed in executive session, whether such information is deemed confidential or not. 36. E-mail and/or any electronic media communication should not be used for confidential matters.

EXECUTIVE SESSIONS37. Items for executive session must be consistent with the Open Meetings Law.

PARENTAL AND STAFF INQUIRIES38. Board members encourage parents and staff who call with inquiries to work up through the hierarchy talking to the teacher (if applicable), the principal, the Asst. Superintendent and the Superintendent before further involving Board members.39. Board members relay other more substantive criticisms, complaints or suggestions to the President, who in turn will refer them to the Superintendent. The Superintendent does the problem solving, with staff assistance as necessary. Board members do not investigate or attempt problem solving.

PRESS CONTACT40. All official statements of Board positions as well as responses to questions come from the BoardPresident and/or Superintendent or their designee.

MEETING DYNAMICS - THE BOARD PRESIDENT FIRST SHARES THE RULES OF ENGAGEMENT AND EXPLAINS WHAT A PUBLIC MEETING IS.41. Each Board member has a right to be heard once on an issue prior to others having a second chance.42. Members agree to listen to one another and not interrupt.43. Motions should be used to focus discussion on action items, and any member may "call the question" to test whether the Board is ready to vote.44. The Board President is authorized to focus discussion toward closure.45. Discussions should be among Board members, not engagement with the public. However, the thoughts, opinions and questions shared by the public should be acknowledged and, if possible, followed up when needed.

PUBLIC PARTICIPATION IN BOARD MEETINGS46. There may be an opportunity for public participation at business meetings, work sessions, and special meetings. Civility and mutual respect is expected during this discourse.47. Public opportunity to raise an issue or to raise a question about an issue not on the agenda occurs once during a regular meeting.48. At the podium, each speaker should state his/her name. Each speaker is allowed one comment on an issue until all others have been heard, for a total speaking time of 3 minutes (to allow others the opportunity to speak). Comments should be directed to the entire Board, not individual members. 49. The Board President or Superintendent may summarize discussion to gather information to respond at a later date, if necessary.50. Interruption of Board discussion is not permitted.

RELATIONSHIP TO STAFF51. In general, contact with members of the staff occurs through the Superintendent whenBoard members are acting on behalf of the Board. When contacting staff as a parent, it is critical to say, "I am calling as a parent."52. Individual Board members have no authority to direct District personnel.

INFORMATION SHARING53. Agenda information should be shared carefully and consistently across the Board and with theSuperintendent, in part to maintain a practice of "no surprises," particularly in public meetings.54. The Board shall depend on the Superintendent's weekly update as source material.55. E-mail will be used for breaking news of a non-confidential nature.56. It is critical to keep e-mail brief and to the point, with sensitivity to overall volume.57. Confidential news will come through the weekly update, executive session, or in an emergency, through telephone contact.58. Information requests to the administration must be submitted through the Board President in order to maintain a reasonable balance of volume and content.59. Inter-Board communication by telephone, e-mail or in person is essential, but should be consistent with guidelines for public and executive session decision-making.

DISTRICT PROTOCOL FOR PROBLEM SOLVING• Strong communication between home and school provides a basis of support to foster each child’s growth and development.• School personnel communicate with parents through a variety of methods – including report cards, phone calls, written notes, newsletters, e-mails, messages, websites, parent-teacher meetings, among others.• When parents or community members have concerns, they should contact the person most closely associated with the concerns. If necessary, please leave a message or follow-up with and e-mail. It is expected you will receive a response as soon as possible.• Involving your child’s teacher and building administrator enhances effectiveness and efficiency in resolving any problems.